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Team Assistant - Maternity Cover

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Haleon

11d ago

  • Job
    Full-time
    Junior, Mid & Senior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Milan
  • Quick Apply

AI generated summary

  • You must excel in communication, build impactful relationships, anticipate needs, maintain confidentiality, and possess strong IT and organizational skills to handle tight deadlines with attention to detail.
  • You will manage the diary, support the sales team, handle administrative tasks, coordinate meetings, liaise with stakeholders, and oversee invoicing and onboarding for agents.

Requirements

  • Proven track record in effective communication with senior stakeholders.
  • Able to work at pace, navigate complexity and solve problems.
  • Able to build high quality, high impact relationships.
  • Excellent communication skills, awareness of interdepartmental relationships and ways of working.
  • Proactive, anticipating needs and requirements, with no prompting or guidance.
  • Confidentiality, recognising the level of stakeholder interaction within the role
  • Competent IT skills including advanced Microsoft Office application usage.
  • Strong organisational and administration skills.
  • Ability to prioritise workload, working with tight deadlines whilst maintaining an excellent eye for detail.

Responsibilities

  • Manage and prioritise diary, ensuring alignment to business priorities with minimal direction, ensuring key stakeholders are looped in and offering solutions where conflicts may arise.
  • Liaise with external agencies and third parties, where required, on behalf of the senior leader.
  • Act as a buddy to new starters in the team, guiding them through processes and systems.
  • Take minutes during meetings if required.
  • Liaise with HET EAs and other team assistants to ensure alignment on diaries & activities.
  • Supporting Sales Director (with all related activities such as managing the agenda, signing documents/contracts, entering expense reports, booking travel, etc.)
  • Managing administrative tasks for the sales team
  • Proper filing and handling of sensitive materials
  • Collaborating with other teams to manage any problem resolutions impacting the sales team
  • Organizing sales meetings and conventions
  • Providing essential support to the sales team by promptly responding to their needs
  • Entering orders into the system for suppliers – clients – agents
  • Managing client/supplier invoicing and closing POs after invoicing
  • Managing records, modifying bank details, and monitoring suppliers – clients – agents
  • Monthly approval of commission and incentive invoices for sales agents
  • Controlling the shipment of canvass materials to agents
  • Onboarding new agents (providing IT equipment/letter for sample transport)
  • Coordinating with another team for managing agent contract termination
  • Managing office samples

FAQs

What is the primary role of the Team Assistant in this position?

The primary role of the Team Assistant is to provide effective, proactive, and comprehensive administrative support to the Head of Sales and enable senior leaders to perform their roles efficiently.

What types of tasks will the Team Assistant manage?

The Team Assistant will manage tasks such as diary management, liaising with external agencies, taking minutes during meetings, entering expense reports, booking travel, and managing administrative tasks for the sales team.

What qualifications are required for this position?

Essential qualifications include a proven track record in effective communication with senior stakeholders, strong organisational and administration skills, advanced Microsoft Office application usage, confidentiality awareness, and the ability to work at pace with tight deadlines.

Is prior experience in a sales environment necessary?

While not explicitly stated, prior experience in a sales environment may be beneficial given the fast-paced nature of the role and the specific support required for the sales team.

Will the Team Assistant need to collaborate with other teams?

Yes, the Team Assistant will collaborate with other teams to manage problem resolutions impacting the sales team and ensure alignment on diaries and activities.

What is the company culture like at Haleon?

Haleon promotes an inclusive environment that celebrates diversity and encourages open communication, curiosity, and fair outcomes for all employees.

Is this role open to candidates from diverse backgrounds?

Yes, Haleon is committed to creating a diverse workforce and is an Equal Opportunity Employer, providing equal consideration for employment without regard to various protected characteristics.

Will the Team Assistant have the opportunity for career progression?

Yes, this role provides opportunities to lead key activities and progress within the team, contributing to career development.

Are there any specific IT skills required for this position?

Yes, candidates must possess competent IT skills, including advanced usage of Microsoft Office applications.

How does Haleon support flexible working arrangements?

Haleon believes in an agile working culture and encourages candidates to explore flexible working opportunities during the hiring process.

For Health. With Humanity

Retail & Consumer Goods
Industry
10,001+
Employees
2022
Founded Year

Mission & Purpose

Our purpose is to deliver better everyday health with humanity. #HelloHaleon